HEARD COUNTY BOARD OF COMMISSIONERS MEETING MAY 12, 2009 6:30 P.M. The Heard County Board of Commissioners held a Commissioners Meeting on May 12, 2009 at 6:30 p.m. in the courtroom of the Heard County Courthouse. In attendance at the meeting were Commission Chair June Jackson, District 1 Commissioner Karen Isenhower, District 2 Commissioner Lee Boone, District 3 Commissioner Gwen Caldwell, District 4 Commissioner Frank Crook, District 5 Commissioner Sandi Allen, and County Attorney Jerry Ann Conner. Commission Chair Jackson called the meeting to order and welcomed everyone present. Mr. Johnny Kistler gave the invocation. Agenda Item # 3 Approval of Minutes On motion (Allen) and second (Boone), the Board unanimously approved the minutes from April 30, 2009 as presented. Agenda Item # 4 Public Comments None. Agenda Item # 5 Amend Agenda Commission Chair Jackson asked for an amendment to Old Business to include e Discuss Grant for Ambulance Chief Scott Blue and an amendment to New Business to include e Discuss Vehicle Purchase Felicia Adams, Finance Director. On motion (Boone) and second (Isenhower), the Board unanimously approved this request. Agenda Item # 6 Old Business a. Discuss Proposals for Roosterville Fire Station Mr. Kevin Hamby, Clough Harbour & Associates Mr. Kevin Hamby with Clough Harbour and Associates presented three proposal prices to the Board on the Roosterville Fire Station. The proposal prices were as follows: Kilgore Construction - $296,725.00 Daniel Construction - $330,715.00 Cook Homebuilders - $339,150.00 1
Mr. Hamby explained that there was a committee organized that looked over the proposals in order to make a recommendation to the Board. He explained that the committee reviewed the prices and proposals and it was the committee s recommendation to the Board to award the project to Daniel Construction at $330,715.00. Commissioner Crook asked Mr. Hamby what was the status of the $296,725.00 bid from Kilgore. Mr. Hamby stated that the committee did look at the $296,725.00 bid with it being one of the top three proposals that were reviewed and in their pricing breakdown they were asked for a detailed description of what they were going to provide for their price and Kilgore did not provide the detail description which is basically a list. He explained that in the absence of an architect or design documents these price proposals are really what the Board is able to hold the contractor accountable for. Daniel Construction had theirs broken down to the brick type and everything in detail. They even had $3,250.00 broken out for a two inch tap fee. They were very specific with the price they provided. Cook Home Builders was very specific in their price too. They were just a little higher than Daniel Construction. Therefore, the committee recommended awarding the contract to Daniel Construction. Commissioner Caldwell asked who formed the committee and who was on the committee? Commission Chair Jackson stated that she formed the committee which consisted of Commissioner Allen, Chief Scott Blue, Chief Chris Cumbie, Kevin Hamby and herself. Commissioner Caldwell stated that he would like to go on record to state that the Roosterville Fire Station is in his district and he was left off the committee. Mr. Hamby stated that the committee s recommendation is only a recommendation to the Board. The Board can choose who they would like to choose. On motion (Caldwell) and second (Boone), the Board voted 4 to 1 to award the contract to Cook Home Builders at the price of $339,150.00 with the stipulation that they would complete the job within six months. Commissioner Caldwell stated that he was 2
recommending Cook Home Builders due to the fact that they built a similar station in Ephesus. He also stated that he did not recommend Daniel due to the fact that there were problems with Daniel at the arena when they constructed the arena concession stand. Commissioner Isenhower, Commissioner Boone, Commissioner Caldwell and Commissioner Allen voted for the motion. Commissioner Crook voted against the motion stating that he felt that the lowest priced proposal should have been awarded the contract. b. Report on Heard County Sports Complex Mr. King Evans, Clough Harbour & Associates Mr. Kevin Hamby with Clough Harbour & Associates stated that he, David Julien and representatives from Headley Construction met earlier today at the Sports Complex to review the punch list items completed. He stated that all of the punch list items have been completed with the exception of six to seven items. David Julien stated that the fencing is almost complete and looks great. He also stated that the contractor is working on cleaning the brick at the back of the gym. Kevin Hamby stated that he would also be working on a punch list for Sports Turf. c. Approve Pay Requests for Transportation Engineering Services - Commission Chair Jackson presented a pay request from Clough Harbour & Associates for transportation engineering services in the amount of $16,451.20. On motion (Allen) and second (Boone), the Board unanimously approved this pay request. d. Approve Arena Facility Use Guidelines - Commission Chair Jackson presented the revised facility use guidelines to the Board for their approval. She presented a definition of private livestock/equine event users to be included in the guidelines. County Attorney Jerry Ann Conner stated that facility users that are already scheduled for an event as well as new users need to sign this agreement. Commission Chair Jackson thanked the committee 3
for all their hard work and disbanded the committee after completion of these guidelines. Commissioner Boone thanked Ms. Patty O Brien for her work on helping to create these guidelines. On motion (Boone) and second (Allen), the Board unanimously approved the arena facility use guidelines. e. Discuss Grant for Ambulance Chief Scott Blue Chief Scott Blue stated that the County received a grant in the amount of $71,428.57 from the Department of Human Resources (DHR) to help supplement the purchase of a new ambulance. He asked the Board to approve this grant and to approve for Commission Chair Jackson to sign the grant acceptance letter from DHR. On motion (Boone) and second (Allen), the Board unanimously approved this request. Agenda Item # 7 New Business a. Discuss Whitlock Drive- Resident, Mr. Jim Johnson Mr. Jim Johnson, a resident of 481 Whitlock Drive, ask the Board to consider paving Whitlock Drive in the Corinth community. Commission Chair Jackson explained to Mr. Johnson that Whitlock Drive is a private road and the County does not maintain a private road. She explained that if the County does receive additional grant monies for paving in the future, the Board would need to decide which private roads to pave throughout the County and Whitlock Drive would be considered. b. Appointment to Heard County Department of Family and Children Services Commission Chair Jackson stated that Dr. Leona Raughton s term will end on June 20, 2009 on the Heard County Department of Family and Children Services Board (DFACS). Dr. Raughton has requested to be reappointed for another term. On motion (Crook) and second (Caldwell), the Board unanimously reappointed Dr. Leona Raughton to the DFACS Board. 4
c. Appointment to Pathways Community Service Board Commission Chair Jackson stated that her term on the Pathways Board will end on June 30, 2009 and Pathways has requested that she be reappointed for another term. She stated that she would be willing to accept this reappointment but anyone who would be willing to replace her was welcome. On motion (Allen) and second (Boone), the Board unanimously reappointed Commission Chair Jackson to the Pathways Board. d. Discuss Boys & Girls Club Ms. Kathy Knowles, Executive Director Heard County Community Partnership (HCCP) Ms. Kathy Knowles, Executive Director of the Heard County Community Partnership gave an update on the proposed Boys and Girls Club. She stated that the Franklin City Council has committed $50,000.00 of SPLOST monies to the Club to use for renovations and/or additions to the facility. She asked the Board for permission to go ahead with a memorandum of understanding between the City of Franklin and Heard County on this project. County Attorney, Jerry Ann Conner stated that the County would continue to own the building and if the Boys & Girls Club ceases to exist, the building would revert back to Heard County. On motion (Boone) and second (Isenhower), the Board unanimously agreed to have County Attorney, Jerry Ann Conner proceed with the memorandum of understanding. e. Vehicle Quotes Felicia Adams, Finance Director Felicia Adams, Finance Director presented bids for a 2009 Ford E350 Van for the jail and one for the recreation department; a 2009 Ford Expedition for Fire Chief, Scott Blue; a 2009 Ford F250 Pickup for the Recreation Department and one for the EMA. The bids were as follows: Allan Vigil Mike Fitzpatrick Richard Haney 2009 E350 Van $23,153.00 $22,188.46 $21,955.45 5
2009 Expedition $22,826.00 $23,846.28 $23,758.00 2009 F250 Pickup $23,759.00 $22,316.83 $22,219.00 Ms. Adams indicated that Richard Haney Ford and Mike Fitzpatrick both stated they would not sell Heard County an E350 Van if they were going to transport children in the vans. David Julien, Recreation Director stated that Georgia Recreation & Parks Association (GRPA) also notified him that counties that own E350 vans would need to replace these vans by January of 2010. Commissioner Boone recommended getting bids for a mini-bus type vehicle for the recreation department. Commissioner Crook asked Ms. Adams to check with Mr. Benji Hyatt, Superintendent of Heard County Schools about the possibility of buying a used van from the school system. Ms. Adams stated that the Ford F250 pickups would be available in approximately six to eight weeks if we order now. Chief Blue stated that if he is approved for a pickup truck he will also need to order a hard cover and a cargo slide for the truck to secure his equipment at the cost of $2,914.00. Commissioner Caldwell asked Chief Blue if this vehicle would be replacing his car. Chief Blue stated, no, he would like to keep his car for employees to use to travel to training. After further discussion, on motion (Boone) and second (Allen), the Board unanimously approved purchasing one Ford F250 Pickup for the fire department and one Ford F250 Pickup for the Recreation Department from Richard Haney Ford at the cost of $22,219.00 each. Agenda Item # 9 Executive Session - Commission Chair Jackson asked for an Executive Session to discuss potential land acquisition. On motion (Caldwell) and second (Allen), the Board unanimously voted to enter into Executive Session to discuss these issues. On motion (Isenhower) and second (Boone), the Board unanimously agreed 6
to return to Open Session. Commission Chair Jackson stated that the Board discussed potential land acquisition in Executive Session. There being no further business, on motion (Caldwell) and second (Allen), the Board unanimously voted to adjourn. 7